Creating a credit memo workflow in ProcureDesk allows you to streamline approvals based on specific entry conditions, such as department, amount, or category. This guide walks you through the process of setting up a credit memo workflow.
Prerequisites
Access to the Admin side of ProcureDesk.
Step-by-Step Instructions
Step 1: Access Workflow Configurations
Log in to your ProcureDesk account.
Switch to the Admin side of ProcureDesk.
Navigate to the Configurations section.
Click on Manage Workflows.
Step 2: Add a New Workflow
Under the Actions section, click on Add Workflow.
Step 3: Set Workflow Scope
In the workflow setup, select Credit Memo as the workflow scope. This ensures the workflow applies specifically to credit memos only.
Step 4: Define Entry Conditions
Choose the entry condition from the dropdown menu. Options include:
All: No specific entry condition is required.
Department
Amount
Class
Account
Category
Step 5: Set Approval Levels
Define the approval levels by selecting from the following options:
HR Hierarchy: Routes the approval to the user’s Reporting Manager.
Group Approval: Allows any approver within the group to approve the credit memo.
Individual User: Routes approvals to specific individuals, typically based on criteria such as amount limits or department.
Step 6: Submit the Workflow
After configuring the approval levels, click Submit to save the workflow.
FAQs
1. What is a Credit Memo Workflow?
A credit memo workflow in ProcureDesk is a structured approval process that ensures credit memos are reviewed and approved based on predefined conditions, such as department, amount, or category.
2. What happens if no entry conditions are defined?
If no entry conditions are set, the workflow will apply to all credit memos by default. This is useful if you want a universal approval process.
3. Can I assign more than one approver to a credit memo?
Yes, you can use the Group Approval option to assign multiple approvers. Any one of the assigned approvers can approve the credit memo.
OR
You can use the Individual User option to create the approval layers. By clicking on "Add Level," you can create additional approval layers to include more approvers. However, in this workflow, all approvers need to approve the credit memo, unlike Group Approval.
4. How can I modify an existing credit memo workflow?
To modify an existing workflow, go to the Manage Workflows section under Configurations, select the workflow you want to edit, make the necessary changes, and click Submit to save your updates.
5. Can I set different approval levels for varying amounts?
Yes, using the Individual User option, you can route approvals to specific individuals based on amount thresholds or other conditions.
6. What should I do if the workflow doesn't work as intended?
If the workflow isn’t functioning as expected, double-check the entry conditions and approval levels, ensure the approvers have the necessary permissions in ProcureDesk, or contact your ProcureDesk administrator or support team for assistance.
7. Is it possible to delete a credit memo workflow?
Yes, workflows can be deleted. Navigate to the Manage Workflows section, locate the workflow, and select the delete option. Ensure no active credit memos are tied to the workflow before deleting it.